Arlo Solutions LLC - (743) Event Coordinator/Virtual Event Specialist
Requirements
• At least 3 years of hands-on experience planning and running virtual and hybrid events, including at least one event with 1,000 or more concurrent virtual attendees. • Experience supporting federal agency events, especially HHS or other civilian agencies. • Direct experience with Stova (formerly Aventri). Demonstrated hands-on administration of enterprise event platform, Stova, including registration setup, mobile apps, email campaigns, and attendee reporting. • Proven experience running live streaming, virtual breakout sessions, and audience engagement tools such as polls, chat, and moderated Q&A. • Advanced proficiency with virtual meeting platforms such as Microsoft Teams, Zoom/Zoom for Government, and Webex. • Experience working with AV and production vendors on hybrid setups (cameras, microphones, encoders, streaming feeds). • Ability to troubleshoot technical issues calmly and quickly under live-event pressure. • Excellent written and verbal communication skills in English, and the ability to work with senior executives, speakers, vendors, and attendees. • Must live in the Washington, DC metro area and be able to work on-site in DC or nearby locations as events require. • Must be legally eligible to work in the United States. • Must be able to obtain and maintain the required federal background investigation. • Must be available for occasional early-morning, evening, or extended hours around event dates. • Bachelor's degree and at least 5 years of event coordination or event management experience, or a high school diploma and at least 8 years of related experience. • Certified Meeting Professional (CMP), Digital Event Strategist (DES), or similar certification. • Working knowledge of Section 508 accessibility requirements for virtual events and digital materials, including captioning and accessible presentation formats. • Experience with Industry Days, acquisition or procurement conferences, or Government-industry engagement events. • Familiarity with tracking engagement or continuing education hours through event platforms. • AAP Statement
Responsibilities
• Configure, administer, and maintain the online event management platform (Stova preferred) for virtual, hybrid, and in-person attendees, including the branded event site, mobile app (iOS/Android), and email campaigns. • Build and manage registration for all participant types (attendees, speakers, staff, volunteers), and track registration, session interest, and attendance accurately. • Manage the speaker and session submission, review, and approval workflow within the platform. • Set up and run live streaming of plenary and breakout sessions for virtual attendees in real time. • Configure two-way engagement tools, including polls, chat, and Q&A, and monitor them during sessions as directed. • Coordinate in-room cameras, microphones, virtual meeting links, and dedicated bandwidth with AV and production vendors and Government IT. • Make sure all plenary sessions are recorded, and the recordings are delivered to the Government. • Set up and deploy post-event surveys and evaluations, and track engagement hours for continuous learning documentation. Pre-Event Planning and Readiness • Contribute to the integrated event plan, run-of-show, and operations plan, especially the virtual and hybrid workstreams, milestones, dependencies, and risks. • Take part in kickoff and planning meetings and maintain action-item and decision logs. • Plan and lead technical rehearsals, dry runs, platform tests, and speaker tech checks before each virtual or hybrid event. • Develop and maintain contingency procedures for platform or AV outages, speaker changes, registration problems, and schedule changes. • Coordinate with Government event leads, facilities, security, AV/IT staff, speakers, and vendors on technical and logistical readiness. • Make sure virtual event materials and communications are accessible and conform to Section 508. Day-of Event Execution • Serve as the primary virtual and hybrid operations lead during live events. Manage platform operations, participant access, breakout sessions, screen sharing, presentation sequencing, and session timing. • Troubleshoot technical issues for virtual attendees and speakers in real time. • Support on-site coordination as needed, including registration and check-in, badge troubleshooting, speaker transitions, room readiness, and attendee flow. • Act as liaison between HHS staff, speakers, the emcee, and the AV/production team so the in-room and virtual experiences stay in sync. • Escalate decisions, changes, security concerns, and anything requiring Government direction to the designated Government point of contact (COR or event lead). • Compile attendance, registration, engagement, and survey data from the platform to support post-event summaries and briefings. • Contribute to lessons learned and after-action reports, focusing on virtual and hybrid performance and recommendations. • Organize final event files, recordings, and records so they are editable by the Government and transferred to the Government-designated repository.
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